JOB PROFILE – Technical Manager: Operations
About the Department
The Supply Chain team is responsible for identifying and implementing effective processes that will enable a robust supply chain ensuring high levels of availability to support the entire Value Chain.
Position Overview
Knowledge: Standards for GMP and Quality in Cosmetics
Regulations regarding product labelling in Cosmetics, Food, or Pharma
Technical specs in Cosmetics, Food, or Pharma
Knowledge of packaging and packaging technology in Cosmetics or Food
Knowledge of formulation and ingredients used in Cosmetics or Food
Effective use of Word, Excel, Outlook
Must have a Coschem qualification
Purpose : To ensure that products produced are fit for purpose, consistent and meet external and internal standards, and that products and processes comply with ISO, GMP and quality standards. To ensure that products developed are compliant with regulation and legislation and to provide Product Information that is complete, compliant and up to date.
Job Requirements – Functional Duties and Responsibilities
Key Performance Indicators / Outcomes
ISO GMP and Quality Standards : Take overall responsibility for ISO 22716 GMP, Sedex SMETA, and ISO 9002 for the company. Schedule and publish the programme to maintain certification on the above standards.
Prepare annual budget for authorisation and monthly reviews for the cost of certification.
Liaise with certifying bodies and coordinate activities required for certification.
Keep up to date on amendments or changes to standards.
Understanding and implementing the requirements for the standards via Internal Auditing and Gap Management.
Completing, maintaining and version controlling the ISO Library on the K Drive, POL019-0 Document Control Policy and Procedure.
Ensuring required documents are produced including SOPs, Work Instructions, Policies and Record Items such as forms logs.
Ensuring all changes to procedures are managed in an integrated manner and the impact of changes is managed across relevant SOPs, WIs, Documents.
Maintaining the Library indices and version control, recording changes on the Change Log on the K Drive.
Agree and communicate the Quality Goals and Quality Management System of the company: Publish an agreed Quality Goals per annum and report on progress monthly.
Ensure integration of all policies, procedures and documents within the Company by ensuring the integrity, conformance and integrity of the ISO Library.
Ensuring all Procedures, Work Instructions and Documents that make up the Quality Management System and cover the work of the Technical Department are in place, up to standard and up to date in accordance with current and best practice.
Ensure that OOS, Deviations and Concessions are recorded, logged, investigated, resolved and closed:
OOS and Deviation Log
Training and monitoring staff in accurate logging of OOS and Deviations.
Assigning ownership and action with the owner for all logs by their Inspectors.
Assigning target completion dates with the owner and entering this on the Log.
Concession Log
Complying with the relevant procedures when logging Concessions.
Completing required information in the Concession Log.
Investigate, resolve, and close: Follow up on actions, complete Quality Reviews, conduct root cause analysis, eliminate trends, close items on time, and review monthly with QOs, including a rating for performance reviews.
Report on OOS, Deviations and Concessions: Provide dashboard data and overview narrative in the Monthly Report.
Regulatory Compliance on Product Keep up to date on relevant regulatory issues and ensure company compliance with current and evolving regulations pertaining to cosmetic labelling, banned raw materials, and customer-specific requirements.
Communicate with NPD and R&D teams: Attend Project Meetings.
Provide input to the NPD product development process (new and reformulated products) to ensure regulatory and business requirements are met.
Advise on current and emerging cosmetic labelling requirements.
Responsible for accurate information on product labels or printed bottles, including INCI’s: Ensure overall label or information accuracy on the product pack, including correct formatting, warnings and ingredient statements.
Check and sign off finished artwork proofs and standards.
Department Management and Reporting : Hold daily meetings with Quality Officers to discuss progress, issues, training, and queries, and resolve concerns through clear communication, conflict resolution, and positive discipline.
Train staff on HSE and Quality policies and procedures: Provide health and safety information, documented instruction and training to all team members.
Ensure all members are trained on appropriate job procedures and assessed annually for competence.
Ensure adherence to departmental operating procedures: Insist on compliance with SOPs and monitor staff deviations.
Observe work weekly and address training or other issues with QOs.
Conduct an independent internal audit of the department at least once a year.
Conduct periodic checks to review the accuracy of paperwork, logs and physical standards and retain records: Set up a quarterly schedule with each QO to review accuracy, including performance rating.
Ensure positive and consistent discipline in the team: Apply corrections as per disciplinary policies.
Carry out annual performance reviews with QOs and their teams.
Address behavioural or performance deficits promptly and fairly.
Motivate staff to continuously improve: Recognise good performance and provide positive feedback.
Use an energetic tone under pressure.
Offer coaching and support to achieve team goals.
Provide a Monthly Technical Report: QOs record key data and provide a monthly summary in a template.
Consolidate all data and write a narrative summarising trends, issues and achievements.
Customer Audits and CAPA Management Save all Customer Audit Standards on the K Drive and keep updated on changes.
Publish an annual calendar of existing customer audits.
Act as single liaison for scheduling customer audits.
Ensure all parties are notified of audit bookings and outstanding matters.
Convert post audit non-conformance reports into company standard, propose ownership and deadlines.
Get MD approval for action plans and deadlines.
Prioritise major non-conformances and communicate customer deadlines for closing gaps.
Schedule non-conformance meetings and provide regular internal and customer updates.
Carry out root cause analysis and prevention as required.
Provide dashboard data and narratives on audits and CAPA in the Monthly Report.
Customer and Product Complaints Act as liaison for managing customer and product complaints and recalls.
Ensure activities comply with QA006 Product Complaint Procedure, QA007 Product Recall Procedure, and Consumer Protection Act 68 of 2008.
Arrange a Dummy Recall once per annum for each Key Customer, including liaison, scheduling, internal coordination and reporting.
Ensure corrective and preventive actions are carried out and reported for closure.
Provide dashboard data and narratives on complaints and recalls in the Monthly Report.
Product Information File, Product Specification and Final MOM Set up and maintain a PIF per product, creating folders on the M Drive for each product.
Use the PIF template to create subfolders and populate them with relevant documents from project, R&D, or email sources.
Arrange annual audits and ensure missing documents are obtained.
Maintain accountability for external lab tests, stability, packaging and component specs, with the Technical Manager responsible for ensuring documents are filed.
Kick off product specifications by creating a spec per product for all project briefs, logging descriptions and codes, and filing in the M Drive.
Set up and maintain the Product Specification in accordance with each customer’s requirements, including formulation, labeling, regulatory compliance, and supporting documentation.
Finalise the product specification after development, ensuring ingredient and packaging information is double‑checked and regulatory labels are included.
Final PDF MOM (Method of Manufacture) RDC emails signed manufacturing instructions in PDF after successful pilot.
Check MOM is complete and signed.
File the MOM on the M Drive using the M Code as main name and suffix for new versions.
Archive discontinued or replaced MOMs in the MOM Archive folder.
Conduct periodic audits to review and maintain the accuracy of PIFs and Product Specs, and archive them for a minimum of 10 years.
Raw Material Specifications and Standards RDC is responsible for sourcing ingredients and raw materials that are available from reputable manufacturers, supported by MSDS, technical analysis and testing data.
Compliance with customer requirements, preferences, and key regulatory bodies.
Ensure new R and B Codes comply with regulations and customer policies on raw material usage, including considerations of animal‑derived, banned, and BWC standards.
Attend regular meetings with reputable raw material suppliers to stay current on technology.
Job Specific Skills Upholds quality and regulatory standards consistently and ethically.
Is focused, productive, and comfortable at both big picture and detail levels.
Thorough and meticulous, producing high quality work.
Target‑focused to meet deadlines and reliable in task completion.
Manages tasks and people methodically with effective prioritisation.
Communicates clearly, sharing information internally and externally.
Builds strong and positive stakeholder connections. #J-18808-Ljbffr
